電子商務(wù)課題英文電子郵件禮儀

1、LOGOSarah WongJanuary 2nd, 2013EMAIL ETIQUETTELOGOoverviewLOGOAGENDAB. Email ManagementC. Email WritingI.EMAIL COMPONENTSII.BEFORE SENDING OUTIII.KNOW YOUR AUDIENCELOGOA. Email Basics I.EMAIL COMPONENTSE-mail1Subject2Recipient3Body4Signature*AttachmentLOGOA.I.1.SUBJECTSubject Lines are HeadlinesSubj

2、ect: MeetingHi Jim,I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions!Best wishes,MarkWhy is this a bad headline?LOGOA.I.1 SUBJECT (CONTINUE)Any problems you spotted below? ! specific! specific ! ! LOGOA.I.2. RECIPIENTvSend your email

3、to the right personToCcBccvOrder of recipients in To & Cc fieldsvEnter the recipient lastLOGOA.I.2 RECIPIENT (CONTINUE)LOGOA.I.3.BODY - STRUCTUREGreetingOpeningBody TextClosingSign-offLOGOA.I.3. GREETING Formal: e.g. Dear Ms. Tao, Dear Jing Tao, Dear Managers, Dear all Informal: e.g. Hello Jing,

4、 Hi Jing, Hi all: e.g. Hi Jane,GreetingLOGOA.I.3. & OPENING & CLOSING I hope youre well. I hope all is well. Thanks for getting back to me. Thanks for your quick response.Opening Feel free to contact me if you have any questions. I will follow up shortly to check your thoughts. Thanks so muc

5、h for helping me out with this. I look forward to your response.ClosingLOGOA.I.3. BODY TEXTKISS Principle:Keep It Simple, ShortLOGOA.I.3.BODY TEXT(CONTINUE)FormatAvoid one paragraphAvoid long sentencesAvoid all capital lettersAvoid too many abbreviationsUse bullet points, numbered lists when appropr

6、iateHighlight keywords (bold or italic) for emphasisBe aware of date, time and number format for different countriesLOGOA.I.3.BODY TEXT (CONTINUE)vFontONE Font (e.g. Arial), NO Fancy FontsONE Size (e.g.10), NEITHER too small NOR too largeONE color (e.g. black), NO backgroundLOGOA.I.3. SIGN-OFF: “Sin

7、cerely”, “Regards”, “Thanks” etc.: e.g. Kind regards,Sign-offLOGOA.1.3.BODY- SPACINGGreetingOpeningParagraph 1Paragraph 2Paragraph ClosingSign-offSignature Remember to use standard capitalization, indent and punctuation.LOGOA.I.4.SIGNATUREFull Name, TitleCompany Name, WebsitePhone Number, Fax Number

8、Email Address, Correspondence AddressJing TaoSenior Software EngineerInsigma Hengtian Software Ltd. | Tel: +86-57189980000 | Cell:| Fax: +86-57189989999 Email: Building J1, Insigma Software Park, 1 Xiyuan8 Road, West Lake DistrictLOGOA.I.4.SIGNATURE (CONTINUE)Confidentiality Notice:

9、 This e-mail and any attachments are intended for the sole use of the individual or entity to which it is addressed and may contain information which is privileged, confidential and prohibited from disclosure or unauthorized use under applicable law. If you are not the intended recipient of this ema

10、il, you are hereby notified that any use, dissemination, distribution, or copying of this email or the information contained in this email is strictly prohibited by the sender. If you have received this transmission in error, please notify the sender by return email and delete all copies from your s

11、ystem. Thank you for your cooperation.LOGOA.I.4.SIGNATURE (CONTINUE)Tools - Options - Mail Format - SignaturesLOGOA.I.4. SIGNATURE (CONTINUE)LOGOA.I.5. ATTACHMENTBe careful about what you attachAvoid it if possibleIf you have to use itAs few as possibleAs small as possibleLOGOA.II.BEFORE SENDING OUT

12、vALWAYS check your spellings Use Outlook auto spelling check. Dont misspell recipients name, NEVER, EVER!vALWAYS read carefully vSet message priorityvFlag message to follow up“Should have paid closer attention to my e-mail.”LOGOA.III.KNOW YOUR AUDIENCEvThink how people will feel after reading your e

13、mail.Happy Confused AnnoyedWaste of timevDont send a message when you are angry.LOGOAGENDAA. Email BasicsC. Email WritingLOGOYOUVE GOT MAILSwitch off your message alert LOGOB.I. EMAIL PROCESSING FLOWCHARTYouve got mailYoure busy with an important taskYou can take a momentCarry onScan messagesSaveDel

14、eteForwardReply laterLOGOB.I. PROCESSING MAILv Save for later ifMessages are lower priorityMessages dont need immediate attentionMessages are for reading onlyv Delete junk e-mails*Check your junk e-mail folder regularly just in casev Forward it to someone elsePass the message on with a noteLet the s

15、ender know the new contactLOGOB.I. PROCESSING MAILvAct on it If simple response is needed, then Reply immediately If thought and detailed response is needed, then1. Acknowledgement message first; e.g.2. Detailed information later.Hi John, Thanks for your message. I need to check up on a few things b

16、efore I can reply, so please give me a couple of days and Ill get back to you as soon as I can. Cheers, Mark LOGOB.II. RESPONDINGvTwo Ways to Respond Maintain the “thread” Create a new messagevThree Options to Respond Reply Reply to All ForwardThink before you reply to all: Does everyone need to kno

17、w it?Think before you forward: Do you have the senders permission?LOGOB.III. AUTO-REPLY MESSAGESvActivate out of office message when you are away. E.g.Thanks for your message. Im away from the office on a short vacation from 24 to 28 July. For urgent matters, please contact Jing at . Otherwise I wil

18、l respond to you when I return to the office on 29 July. Many thanks,Shirley LOGOB.IV. OUT-OF-OFFICE MESSAGE SETUPTools - Out of Office AssistantLOGOB.V. ORGANIZING MAILFolders and Sub-foldersRules and AlertsLOGOB.V. ORGANIZING MAIL - DEMOLOGOAGENDAA. Email BasicsB. Email ManagementLOGOC.I. GREETING

19、 MESSAGE How are you? How is the project going on?Hope you have a good trip back. LOGOC.II.INITIATE A MEETINGLets make a meeting next Monday at 5:30 pm.Wed like to have the meeting on Thu Oct 30. Same time.I would like to hold a meeting in the afternoon about our development planning for the project

20、 A.I want to talk to you over the phone regarding issues about report development for the XX project.I suggest we have a call tonight at 9:30 pm with you and Brown. Please let me know if the time is okay.LOGOC.III. POINT LISTINGThe current status is as following: 1.2.Some known issues in this releas

21、e:1.2.Some items need your attention:1.2.Here are some questions for your team:1.2.Today we would like to finish following tasks:1.2.Our team here reviewed the newest SCM policy and has following concerns:1.2.LOGOC.IV. PROPOSALFor the next step of platform implementation, I am proposingI suggest we

22、have a weekly project meeting over the phone call in the near future.XYZ team suggests adopting option A to solve outstanding issues.LOGOC.V. SEEK FOR INFORMATIONWhat do you think about this?What is your opinion on the schedule?Any problem, please dont hesitate to contact me.Please let me know if you have any questions.Your commen